Introduction

Once a job is Invoiced by default the program removes it from the Job Schedule. To invoice a Job you open the job and then open the Invoice Centre. The Invoice Job button is the button that invoices the job. This action will set an invoice date and tick the Job Complete check box.

The Job Complete check box is what determines if the job is on the Job Schedule or not. If it is ticked the job is not on the job schedule. If it is not ticked then the job remains on the job schedule even if the job has been invoiced.

Invoice Job Screen
 

To invoice a job press the Invoice Job Button

Print - Email:

By default this is set as print. To email simply check the email radio button.

Job Complete:

·         When a Job has been Invoiced with the Invoice Job button the Job Complete automatically becomes ticked. The tick removes the job form the Job Schedule.

·         You can tick a Job as Complete but unless you Invoice the Job (press the Invoice Job button) the job will remain on the Job Schedule. The reason is because we have insisted on a job being invoiced before the job can be removed from the Job Schedule so that you do not forget to invoice it.

·         As you know: If you invoice a job using the Invoice job button the Job complete gets automatically ticked. But you might want to invoice the job early and leave the job on the job schedule. No problem just invoice the job and un-check the job complete button and the job will stay on the Job Schedule until you have ticked the Job complete button.

Invoice Job:

·         This is the button that invoices the job (not the OK button). When this button is press the the job becomes invoiced and an invoice date is applied to the invoice.

·         This button also ticks the job as complete and removes it from the Job Schedule (you can un-tick to keep the invoiced job on the job schedule)

Invoice Date:

Once a job has been invoiced a date is applied to the job. You can change the invoice date here if you wish to.

Undo Invoice:

If you have invoiced a job but want to remove the invoice status press this button.

OK:

The Ok button is used in Conjunction with Copy, Undo Invoice and a change to the invoice date. It is not used to Invoice the Job

Copy:

This button prints a copy of the invoice. A job does not have to be invoiced to print a copy.

How to Produce an Invoice.

There are three situations in which you may want to produce an invoice: 

·         On completion of a job

·         When a pre-completion invoice is required

·         When a copy of a previously issued invoice is required.

Here are the procedures for all three situations.

On completion of a job

When the job is complete and you wish to invoice the customer and remove the job from the Job Schedule

1.      Go to the sales screen

2.      Click Invoice Centre and the Invoice Job screen will appear

3.      select email if you wish to email the invoice or leave it on print.

4.      Check to see if you want the invoice date to be todays date.

5.      Click Invoice Job

The Job is now invoiced and marked as job completed which removes it from the Job schedule.

Pre-Completion Invoice

Occasionally a customer will require a copy of the invoice before the job is completed.  Most often this is so they can arrange prepayment with their accounts department.  Or you may want to invoice the job at the end of the month but the job is not  quite complete.

1.      Go to the sales screen

2.      Click Invoice Centre and the Invoice Job screen will appear

3.      Un-tick Job Complete

4.      Select email if you wish to email the invoice or leave it on print.

5.      Check to see if you want the invoice date to be todays date.

6.      Click Invoice Job

The Job is now invoiced and but is not marked as job completed so the job will still Appear on the Job Schedule. On the Job Schedule the job will shown in a green colour which indicates that it has been invoiced but is not finished.

Copy of an Invoice

Occasionally a customer will require a copy of a previously issued invoice. 

1.      Go to the sales screen

2.      Click Invoice Centre and the Invoice Job screen will appear

3.      Click Copy Only